Executive Assistant at the NTNU Brussels Office

Position description

Work for The Norwegian University of Science and Technology in Brussels?

We are seeking an Executive Assistant to join the NTNU Brussels office team.

 

This position directly supports the Director of NTNU Brussels office in delivering the organization’s strategic goals within the EU Research and Innovation framework. The role involves managing the Brussels office administrative operations, coordinating events that showcase R&D capabilities, and ensuring smooth communication between the office and external stakeholders in agreement with the Director. Key responsibilities include secretariat duties and liaison with relevant colleagues operating in the headquarters in Norway for financial and administrative processes.

 

We seek a professional who excels in a compact team setting, has strong organizational skills and can effectively coordinate activities between multiple locations. The ideal candidate will understand the importance of representing institutional research interests in the European context.

 

Work Area: Support to management, event organization, external communication, interaction with external and internal stakeholders when needed (i.e. information provision, invitations follow ups, etc..), and administrative tasks related to the representation of the largest University in Norway.

 

Job description: The selected person will work in the NTNU Brussels office, in Brussels, and will report to the Director.

 

Duties of the position
 

Administrative Support: 

• Ensure clear and effective communication and documentation between the Brussels office and the NTNU headquarters in Norway
• Monitor and maintain accurate records of operational, financial and administrative workflows
• Manage the calendar and agenda of the Director, and support him in the mail management

Event Coordination: 

• Organize meetings, workshops, and events to support the office engagement with EU stakeholders as well as outreach dissemination activities
• Coordinate logistics, participant outreach, and post-event reporting, leveraging virtual and hybrid event platforms as needed

External Liaison: 

• Liaise with policymakers, researchers, and administrative services to facilitate smooth collaboration 
• Represent the Office professionally during in-person and virtual engagements, acting as the point of contact for day-to-day operational needs 

Financial and Administrative Flow Management: 

 

Collaborate with Director in managing the office budget, expenses, and funding reports

Ensure compliance with internal and external administrative procedures, proactively addressing discrepancies

 

Operational Efficiency: 

• Identify and implement process improvements for better administrative and operational outcomes 
• Anticipate team needs and independently address unexpected challenges 

Qualifications

Academic Background: 

• A University degree at bachelor level or equivalent. A degree in Project Management, Administration or a related field is preferred. Relevant vocational experience may compensate for the lack of required education

Experience: 

• Proven background (2-3 years) in executive or administrative support roles, preferably within an R&I or EU environment
• Proven track record in managing complex administrative workflows with high attention to detail 
• Strong command of Microsoft Office Suite, and experience with digital collaboration tools

Languages: 

• Fluency in English is required, with strong verbal and written communication abilities

Preferred selection criteria

• Event planning or project coordination experience is a strong plus
• Experience in cross-border professional interactions
• Knowledge of Norwegian or a Nordic Language will represent a plus. Other languages proficiency will be valued
• Knowledge of communication and graphical tools is a strong plus
• Background or experience from universities/colleges in the Nordic countries

Personal characteristics 

You have

• an ability to manage multiple priorities and learn new processes in a dynamic environment
• strong cooperation and communication skills and are able to work independently as well as in team, pro-actively and in a goal-oriented way 
• a service-oriented mentality and the ability to build trust in relationships with NTNU colleagues as well as with the local support services

In the evaluation of which candidate is best qualified, emphasis will be placed on education, experience and personal suitability, as well as motivation, in terms of the qualification requirements specified in the advertisement.

 

We offer

• exciting and stimulating tasks in a strong international academic environment  
• an open and inclusive work environment with dedicated colleagues
• the possibility of favourable terms in the Norwegian Public Service Pension Fund 
• employee benefits

Salary and conditions

We offer a competitive salary for the position of adviser (code 1434). Terms and conditions including salary upon agreement.

 

The engagement is to be made in accordance with the regulations in force concerning State Employees and Civil Servants, and the acts relating to Control of the Export of Strategic Goods, Services and Technology. Candidates who by assessment of the application and attachment are seen to conflict with the criteria's in the latter law will be prohibited from recruitment to NTNU. After the appointment you must assume that there may be changes in the area of work.

 

It is a prerequisite you can be present at and accessible to the institution on a daily basis.

Application instructions

Please note that your application will be considered based solely on information submitted by the application deadline. You must therefore ensure that your application clearly demonstrates how your skills and experience fulfil the criteria specified above.

 

The application must contain:  

• A job application letter
•  CV, certificates and diplomas

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